Responsible for providing leadership, oversight and management of the accounting, finance, tax, employee benefits, human resources, facility and registration operations for ASDS/ASDSA/SAMI. Serves as a member of the senior management team. Is staff liaison for the Finance and Audit Committees.
a) Responsible for and manages the organizations' general ledgers and ensures a timely monthly close process. Analyzes and reviews balance sheet accounts and posts applicable adjusting journal entries. Reviews Access batch reports and reconciles with accounting system. Reconciles the A/R and A/P intercompany G/L accounts monthly. Maintains the organizations’ fixed assets, depreciation, and supporting schedules. Prepares, analyzes, and maintains the organizations’ investment schedules. Prepares and distributes monthly financial statements for staff and leadership, including an internal departmental commentary of each month’s financial statements for the Executive Director. Sends monthly financial statements to the Treasurers for review, as requested. Coordinates and prepares the quarterly variance narrative for review and distribution. Assists management staff in financial analysis.
b) Responsible for managing cash receipts and the accounts receivable process. Oversees the daily bank deposits and that cash is applied timely and according to policy. Oversees all accounts receivable collection functions. Monitors and adjusts A/R allowances, approving write-offs. Reconciles A/R general ledger accounts between Access and accounting system. Oversees refund processes.
c) Responsible for managing the accounts payables process. Reviews processed invoices and check requests ensuring signatures and account codes are correct. Oversees the generation and distribution of checks. Provides a copy of the check register to the Treasurers for review on a monthly basis, as requested. Processes year-end 1099s.
d) Responsible for the annual audit, coordinates, compiles and reviews materials. Prepares supporting schedules for tax returns and forwards to auditing firm. Working with auditing firm, presents audit report to the Audit Committees for their review and approval.
e) Oversees and monitors the organizations’ investments. Works with investment vendor to ensure funds are invested according to the organizations’ policies. Monitors the organizations’ cash, reviews the bank reconciliation. Determines the optimum cash bank balances. Monitors and transfers funds as necessary.
f) Oversees the organization’s human resources. Working with an external firm, manages the compensation and benefits program, staff recruitment and evaluation process. Manages semi-monthly payroll, 401K processes and health savings account programs including transferring of funds to employee accounts. On a yearly basis files all required tax and legal documents for the 401K plan. Works with Executive Director on salary administration as needed. Collects industry data on salary ranges and trends for corresponding association positions. Promotes employee relations. Maintains the personnel manual, recommending updates as needed. Ensures compliance with all relevant employment laws and regulations.
h) Working with the Executive Director, responsible for generating the organizations’ dashboards based on measures identified in the strategic plans.
i) Oversees the budgeting process for the organizations. Setups up yearly budget and projection work sheets, assists management staff with changes to budget and imports data into accounting system. Monitors and reports budget variances to appropriate staff. Oversees the projection process for current year’s budget and working with Executive Director analyzes forecast for end of year net revenue.
j) Oversees data entry of all educational meeting registrations, reporting of attendance, preparing annual meeting registration packets, sending confirmations, and responsible for on-site annual meeting registration.
k) Manages the facility operations and office administration, including but not limited to utilities, supplies, telephone system, office machines, alarm system and furniture. Manages the risk management and insurance policies. Meets with insurance brokers annually to review policies.
l) Serves as a member of the senior management team. Assists in the strategic planning process and works closely with the Executive Director, volunteer leadership and management team in its implementation.
m) Responsible for the management and professional development of departmental staff. Supervises the Accounting Assistant/Registrar, part-time Accounting Clerk and the part-time Receptionist and General Assistant in her/his duties.
n) Travels out of town as needed to board, strategic planning and work group meetings.